What you need for a Training Day

A Training Day needs more than a laptop and a room. Plan supplies for registration, presentations, note-taking, refreshments and the catering handover, with enough extras for the full group. Check every cable and power connection before participants arrive, and prepare printed materials, name badges and writing supplies in advance. This list helps you buy or bring the practical items that are easy to overlook when the focus is on the training programme.

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What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 6
Chairsqty 32
Tableclothsqty 6

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
Extension cordsqty 3
Power stripsqty 3
Wireless presentation clicker
Bluetooth speaker
Whiteboard
Flip chart
Flip chart stand

Stationery

Notepadsqty 32
Ballpoint pensqty 40
Markersqty 12
Whiteboard markersqty 6
Sticky notesqty 10
Name badgesqty 35

Catering

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Mints - 1 box
- Milk - 5 liters
- Oat milk - 3 liters
- Still mineral water - 24 bottles
- Sparkling mineral water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Coffee cups - 40 pieces
- Stir sticks - 50 pieces
- Butter - 500 grams
- Whole wheat bread - 5 loaves
- White bread rolls - 40 pieces
- Cheese - 1.5 kilos
- Back ham - 1 kilo
- Chicken breast topping - 1 kilo
- Hummus - 1 kilo
- Cream cheese - 750 grams
- Peanut butter - 2 jars
- Jam - 2 jars
- Cucumber - 6 pieces
- Tomatoes - 2 kilos
- Lettuce - 4 heads
- Herb butter - 4 tubs
- Mixed salad - 3 kilos
- Pasta salad - 3 kilos
- Vegetarian wraps - 20 pieces
- Chicken wraps - 20 pieces
- Soup - 6 liters
- Baguettes - 8 pieces
- Fruit - 5 kilo
- Cookies - 4 packs
- Muesli bars - 40 pieces
- Paper napkins - 200 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Trash bags - 2 rolls
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Hand soap - 3 bottles

Tableware

Coffee cupsqty 36
Drinking glassesqty 40
Platesqty 40
Cutlery setsqty 40

Kitchen

Serving spoonsqty 6
Cutting boardsqty 2
Kitchen knivesqty 3
Serving plattersqty 8
Serving tongsqty 4

Cleaning

Washing-up tubsqty 2
Spongesqty 6
Cleaning clothsqty 8
Broom and dustpan

Tips

Plan one notepad and at least one ballpoint pen per participant, plus 10% extra for damaged or missing items. Put spare pens at the reception desk rather than leaving them in a box.
Check the laptop, projector, projection screen and HDMI cable at least one day before the session. Keep extension cords and power strips ready; a missing adapter or outlet can delay the start by 15 minutes or more.
Prepare the coffee and tea station before registration opens. For a full-day session, allow 2 to 3 coffee or tea servings per person, and keep drinking glasses, cups, plates and cutlery available for catering.
Print training materials before the morning of the event and sort them by participant or table. Keep 2 or 3 spare sets, because late registrations and misprints are common.
Confirm dietary requirements before ordering catering, ideally at least 5 working days ahead. Label special meals separately when the catering arrives so they are not mixed up during the lunch setup.

Frequently asked questions

What stationery do I need for a Training Day?: Provide one notepad and one pen per participant, plus around 10% spare. Also bring name badges, markers, whiteboard markers and sticky notes if the session includes group work or board exercises.
How much coffee and tea should I buy for a Training Day?: Allow 2 to 3 servings per person for a full-day session, including the welcome coffee and breaks. Prepare extra hot water, cups and drinking glasses if the group is larger than 20 people or the day runs beyond 8 hours.
What presentation equipment is needed for a Training Day?: Bring a laptop, projector, projection screen and the correct HDMI cable, along with extension cords and power strips. Test the complete setup at least 1 day before the training, not just the laptop on its own.
When should I order catering for a Training Day?: Order catering at least 5 working days before the event, after collecting dietary requirements. Reconfirm the final participant count 1 to 2 working days beforehand so portions and special meals match attendance.

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